Xblue Networks XPLUS100 User's Manual
Contents
1. Flash Voice Mailbox User Guide 1 1 In addition the system provides Playback controls when sending or reviewing messages A temporary greeting In order to simplify message storage two queues are used The new message queue stores all messages which have not been reviewed by the subscriber The saved message queue is used to store already reviewed messages for future action As messages are recorded they need to be stored in such a way that they can be retrieved efficiently The system stores messages in mailboxes Users or subscribers are assigned mailbox numbers for their private use Each mailbox is protected by a user defined password Thus subscribers are the only ones who can retrieve messages left in their mailboxes More than one person can use the system at the same time Each port allows one user access to the system A port is a path to the system For example up to eight users could be recording or reviewing messages at the same time with an eight port system Since not all users would be accessing the system at the same time many users can be supported User commands are just one digit long They do not have to be memorized since the system is constantly prompting users about what to do By using a Touch Tone phone you can receive or send messages from any location through your voice mailbox If you are busy in your office or away on a business trip customers vendors or other employees can leave you detai2. Mailbox User Guide 3 1 Notes 4 Basic Operations P Reviewing Your Messages Messages in your mailbox come from two places other subscribers or non subscribers who will leave voice messages while you are on the telephone or unavailable Messages are presented to you in the following order new messages skipped messages and saved messages After the last new message has been presented to you the system searches the mailbox to see if there are any remaining new messages to be reviewed In particular if new messages arrive during message review they are presented in the same order as before but are considered skipped To review the messages in your mailbox At the main menu press ff The system plays your messages After each message is reviewed the system asks what you want to do with the message The available options are Replay Repeats the entire message Save Keeps the message in your mailbox for future reference Delete Allows you to discard the message and also requires that you confirm the deletion by pressing the key Reply Allows you to record a reply to a message sent from another subscriber s mailbox with a single keystroke Meseage Plays the time and date that the message was sent and Information where the message originated from 6 Send a Copy Allows you to forward a copy of the message to another subscriber When you send a copy you have the option to send the copy with or without introductor
3. Voice Mail A user can send a call directly to another mailbox as follows Transfer gt Voice Mail Button gt Dial extension or Hang Up DSS Key gt 4 4 5 Flash Voice Mailbox User Guide Message Information Sometimes a subscriber wants to know details about a message such as who sent it and the time and date it was delivered This information is called Message Information The message information can be heard at any time while listening to the message by pressing Bl Review gt Listen to Message Information The time and date stamp on a new message always relates to message delivery Once a message is saved the time and date stamp refers to the first time it was saved This time and date stamp allows the subscriber to know how much longer the message can stay in the mailbox before it is automatically deleted Reviewing a message and re saving it does not change the time and date stamp or when the system automatically deletes the message 2 Send a Copy to Someone Else You may wish to send a copy of a message to another subscriber In this situation you may record introductory remarks and send the remarks plus a copy of the message to another subscriber or just send the message Copies can be sent to one or more subscribers You can send copies of messages that are received in either the voice mail mode or telephone answering mode Listento gt gt Send With Record gt Enter the To Comments Comments Destinatio
4. You may use Personal Options to review your recorded greeting To review your mailbox greeting 1 Press BJ at the Main Menu for Personal Options 2 Press MI for Greetings 3 Press Ml for Review 4 Press H for Mailbox Greeting _ Deleting Your Greeting The standard system greeting recorded name may be chosen at any time by deleting your recorded greeting without recording a new one To delete your mailbox greeting 1 Press EJ at the Main Menu for Personal Options 2 Press MI for Greetings 3 Press E for Delete 4 Press H for Mailbox Greeting 6 2 Flash Voice Mailbox User Guide 2 Recording Your Name You should record your name the first time you use your mailbox The recording of the name will be used 1 to verify destinations or 2 as part of a system generated personal greeting You may change the way your name is recorded at any time To record your name 1 2 Press E at the Main Menu for Personal Options Press MI for Greeting Press PA for Record Press MI for Name Record your name and then press EJ 2 Temporary Greeting As customers and subscribers begin to appreciate the speed of information flow with voice mail it is important to warn them when it may take longer then usual for you to respond to their messages The temporary greeting allows you to give them this special notice The temporary greeting plays in place of the mailbox greeting when calls are answered in the t
5. ESSAGE iaa dress 4 3 REPLY TOA MESSAGE cuidada 4 4 SEND A CALL DIRECTLY TO VOICE MAIL cccscceccscescescecceccscesccceccscescesceccscesceecsceseecescescescesescesceseuses 4 4 S MESSAGE INFORMA TION dais 5 1 SENDA COPY FO SOMEONE ELSE a ete de o ue o 5 1 SENDIN AMES A o ENE EAE aos eae ete 5 2 TOSCA as 5 2 6 ADDITIONAL OPERATIONS sessesesecseseoccsesccsesescoseseocoseseccesesecseseoccseseoscseoecsesesecseseosesescosesescesesecsese 6 1 CHANGING Y OUR MAILBOX GREE TING lt a de ikea 6 1 WHAT IS A GOOD MAILBOX GREETING cccsccsceccscsccscsccscscscscesescesescesescecescssescssescscescscnsescnsescesescesescs 6 1 REVIEWING YOUR GREETINGS us dd dd e 6 2 DELETING YOUR GREE TING usa dd dara 6 2 RECORDING YOUR NAME narace al dsc 6 3 TEMPORARY CUR BUN Gye erates da rado dto 6 3 REVIEW YOUR TEMPORARY GREETING cccscsccsceccsceccsceccecsccscscescscscscescscnsescesescesescscescssasescnsescesescesencs 6 4 DELETE YOUR TEMPORARY GREETING c ccsceccscoscecceccscescesceccscescescescscescescescssessescescssessescscsscesescesceseucs 6 4 TELAS WORDS oi 7 1 OUTCATEN TIRIC A TON a a eee ee eo ea 7 1 TURN OUTCALE ON OPE sarna liada 7 2 Flash Voice Mail Mailbox Owner s Guide gt Table of Contents List of Tables Table T Document Conventions e e de e de o e 1 3 Flash Voice Mail Mailbox Owner s Guide LIST OF FIGURES 7 Introduction The Xplus100 Voice Flash Voice Mail is a powerful compact voice processing
6. e caller s options If there is still no response the system automatically transfers a caller not within the voicemail system to an attendant or politely disconnects the call The system counts the number of errors incorrect key presses that a caller makes If the count exceeds a certain number usually 3 the caller is politely disconnected The system does this to allow as many callers on the system as possible The E Key Press Ed whenever you want to cancel what you are doing Pressing Ed allows you to skip personal greetings and introductory prompts It gets you directly to the recording tone While listening to a prompt press EJ to back up to the previous menu At the Main Menu press EJ to disconnect The E Key Press Ed whenever you want to complete a step or send a message Press Eid twice to skip a message can also be used to denote the end of a variable length number like a password This keeps the system from having to wait to determine if you are finished entering digits Flash Voice Mailbox User Guide 2 1 Interrupting the Prompts Dial Ahead Function You can interrupt most prompts if you know what you want to do You can even enter several commands at once D How to Use this Guide This guide gives you easy to follow instructions on how to get the most from the features of the system Itis divided into several sections To start using the system quickly read through Chapter 3 Getting Star
7. elephone answering mode The greeting should emphasize that you will not be checking in for messages frequently It might be used to direct callers to someone who could help them by either asking them to press a particular extension number or press 0 to reach an operator To record a temporary greeting 1 2 Press K at the Main Menu for Personal Options Press MI for Greetings and then press BA for Record Press K for Temporary Greeting Record the greeting and then press EJ Flash Voice Mailbox User Guide 6 3 2 Review Your Temporary Greeting To review your temporary greeting 1 Press BJ at the Main Menu for Personal Options 2 Press MN for Greetings and then press Ki for Review 3 Press Ki for Temporary Greeting Y 2 Delete Your Temporary Greeting To delete your temporary greeting 1 Press EJ at the Main Menu for Personal Options 2 Press MM for Greeting and then press E for Delete 3 Press E for Temporary Greeting 6 4 Flash Voice Mailbox User Guide 7 Passwords There is one password that is associated with each subscriber mailbox Each password is four digits long Zero should not be used as the first digit A temporary password is given to each subscriber and is used to enter the system for the very first time It should not be used again Your password should represent numbers that are easy for you to remember yet not easily guessed by other people You are strongly discouraged
8. from using birthdays employee numbers parts of social security numbers etc since these numbers could be readily guessed by others You are encouraged to change your password frequently To change your password use the Personal Options menu 1 Press BJ from the Main Menu 2 Press PA for Passwords 3 Enter the password you have decided on 2 Outcall Notification You can use the optional outcall notification feature to have the system call your pager and notify you that a new message has been received in your mailbox Your system administrator will set up your notification schedule and program your pager number Flash Voice Mailbox User Guide 7 1 i Turn Outcall On Off Once the outcall schedules have been programmed outcall notification can be turned on and off whenever desired Outcall On Off is a toggle If outcall notification is on this procedure turns it off If outcall notification is off this procedure turns it on To Turn Outdial ON or OFF 1 Press E from the Main Menu for Personal Options 2 Press Blfor Outcall Notification and then press Ki 7 2 5 Flash Voice Mailbox User Guide
9. g_Uiue networks Voice Mail User Guide Record of Revisions Catalogue Number Release Date Supercedes Comments Initial Release October 2007 Flash Voice Mail Mailbox Owner s Guide gt Table of Contents Table of Contents TENTRODUCTION asses aa hoesdenee hssecctns esd da eadessdewacbadecncsdiecdedadwatessdeses dousadadseecelccdiouescocs 1 1 CAPABILITIE sateen ect ticeenaeet las o lol pa daed de O e on 1 1 DOCUMENTO VERME ai de cidos Sain e ondo ALDO 1 2 DOCUMENT CONVENTIONS aero leia resaca ea al dad MELO 1 3 APPLICABLE DOCUMENTS tada es labo de ada Dis el da do bibi 1 3 ZLEEARNING THE SYS TEVE oca ii G 2 1 MS O A IA 2 1 TE A REV aca 2 1 INTERRUPTING THE PROMPTS DIAL AHEAD FUNCTION ccceccececcececcsceccececcececescecescscescscesescesesceceecs 2 2 FRO WO USE IS GIDE Bocas vce aided eateeicsa oo tds dles 2 2 SGETTING STARTED ios 3 1 ACOESSINO OD RV LATE BO a a dd dde de tec tice ats ah 3 1 DISCONNECTING FROM THE SYSTEM 0 a 3 1 ABASICOPERATIONS 0 A cia 4 1 REVIEWING YOUR MESSAGE ae a a a aed op tae a O nue tie a oar srgaee 4 PLAYBACK CONTROLS ate e e n area oh parce tea cum aaa e e e oe 4 2 OPTIONS WHILE REVIEWINC ari aaa a aa a aaa a ado E 4 2 Nd GH URUK HENCE Gy Ree ROR a e e el O A eo a en 4 3 CANCEL PLAY OF MESSAGES sccccscosceccscsccscecscscescscscscasescesescssescssoscssescecsescasescasescesescesescssescesescesass 4 3 REPLAY A MESSAGE iaa 4 3 SAVE A MESSAGE vrs ilatina cabra 4 3 DELETE A M
10. hile listening to any message by pressing E Cancel Play of Messages You may cancel message review by pressing Ed Any message not completely reviewed remains in the new message queue If a subscriber forgets to press Ed to cancel review and just hangs up all partially reviewed messages also remain in the new message queue Replay a Message At the end of a message when the system prompts with the After Reviewing menu you can replay that message in its entirety EM Reviewing End of Message gt Message Replays Save a Message If the message needs to be acted on later it may be saved Saved messages are kept in a separate queue They will be played after new messages Reviewing gt Message is saved Delete a Message If the message does not require action it should be deleted Deleting messages Flash Voice Mailbox User Guide 4 3 keeps the mailbox clear and reduces the need for system storage capacity Reviewing gt E Delete gt E gt Confirm Deletion Request y 3 MOTE Once a message has been deleted it cannot be retrieved Reply to a Message A user can reply to a message sent from another subscriber s mailbox by dialing one key Therefore subscribers should enter their own mailbox to record a message before sending so that recipients may conveniently reply gt E Reply gt Record Reply E gt Message Acceptable E3 gt To send the reply y Send a Call Directly to
11. led messages in your voice mailbox Since the mailbox is password protected these messages are completely confidential D Document Overview This document is is arranged in the following sections Chapter 1 Introduction this chapter describes the overall capabilities of the system including System Capabilities Basic Operation and an overview of this document Chapter 2 Learning the System this chapter provides descriptions of the use of the ES key the FZ key interrupting prompts and how to use this guide Chapter 3 Getting Started this chapter provides instructions on how to access mailboxes and disconnecting from the system Chapter 4 Basic Operations this chapter provides instructions on how to review messages and options after reviewing playback options skipping messages replaying messages saving and deleting messages and replying to messages 1 2 Flash Voice Mailbox User Guide Chapter 5 Message Information this chapter describes how to listen to message information such as time and date of delivery and sending copies to others in the voicemail system Chapter 6 Additional Operations this chapter provides instructions on how to change your mailbox greeting review your greeting delete your greeting record your name and how to record review and delete a temporary greeting i 2 Document Conventions This manual uses several conventions to convey information more clearly to the reader It is rec
12. mode This greeting enables you to give callers information about your schedule and to encourage callers to leave detailed messages To change your mailbox greeting temporary greeting or recorded name simply enter personal options from the mailbox menu by pressing EJ and select MM for Greetings pa NOTE The system administrator can limit the length of a greeting If a mailbox greeting has not yet been recorded the system uses the mailbox number as the greeting i e Mailbox 101 J What is a Good Mailbox Greeting A good mailbox greeting encourages callers to leave detailed messages not just name and phone number and provides additional information that might be needed It should present the kind of professional image that is appropriate for your particular organization You may wish to include an instruction to dial 0 to reach an operator For example Hello this is Jerry Smith Iam sorry I am not able to receive your call but if you leave a detailed message along with your name and number I will be prepared to help you when I call you back If you must talk to someone immediately please press zero and someone will help you To change your mailbox greeting 1 Press E at the Main Menu for Personal Options 2 Press MI for Greetings 3 Press PA for Record Flash Voice Mailbox User Guide 6 1 4 Press PA for Mailbox Greeting 5 Record your greeting and then press Eid Reviewing Your Greeting
13. n Message Send Without Enter the Comments Destination Flash Voice Mailbox User Guide 5 1 Sending a Message Record gt Message Enter Send the Message Acceptable Destination Message Review Message Mailbox Re record Message EJ Cancel Append to Message E Cancel Message To send a message 1 Press P4 at the Main Menu to Send a Message The system prompts you to begin recording your message 2 Record the message 3 Press Ed to end the message The system prompts you to send the message if it is acceptable after giving you a chance to Listen to the message you have just recorded To re record the message Append to the recording EJ Delete the message and begin again 4 When the message is acceptable press EJ 5 Enter the destination The destination is the mailbox number of the person who is to receive the message Messages may be sent to any of these individually or in combination with other destinations Once you enter the mailbox number the system plays back the name of the person whose mailbox you have selected If you have selected the wrong destination press the Eq key and enter a new destination number 6 Press EJ if there are no more destinations or continue from step 5 5 2 5 Flash Voice Mailbox User Guide Additional Operations _ Changing Your Mailbox Greeting Your mailbox greeting is played to outside callers who enter a system mailbox in the telephone answering
14. ommended that the conventions shown below in Table 1 be reviewed and understood before continuing Table 1 Document Conventions Convention Purpose Normal Used for body text throughout the manual Normal italic Used in describing actual voice prompts Bold italic type Use for menu items form names or items Normal bold Used to indicate keystrokes filenames device names etc Press Means to press a specific key e g press ESC means to press and release the Escape key once Enter Means to type the specified information and then press ENTER e g enter TEST TXT means type TEST TXT on the keyboard and press ENTER NOTE Indicates an informational note associated with a procedure action or item Keystroke Keys i e F1 B Enter Indicates a keystroke from a keyboard 2 Applicable Documents The following documents should be available Xplus100 Flash Voice Mail Installation Manual Flash Voice Mailbox User Guide 1 3 Notes Learning the System The best way to learn how to use the system is to experiment No actions that you take can damage the system It is recommended that you learn the operation of the system by sending messages to yourself Access the personal options and change them Changes are not permanent except when deleting a message The system is programmed to respond when any of the twelve telephone keys are pressed If no key is pressed in response to a prompt The system repeats th
15. system that uses state of the art Digital Signal Processing hardware and software interfaced with the Xplus100 compact communications platform All voice processing uses digital voice processing chips for the utmost in voice clarity and reliability This compact high performance solid state voice processing system has been designed to provide today s business with a feature rich system enabling small companies to project the image of a much larger company Since a large majority of all telephone transactions require only one way communications the voice mail function contributes to streamlining business communications The purpose of this manual is to provide instructions for programming using the System Administrator s Mailbox Programming is performed through either a series of easy to follow menus accessed from HyperTerminal on a PC or by the System Administrator s Mailbox Refer to the Xplus100 Flash Voice Mail Installation Manual for instructions on the programming performed on a PC 2 Capabilities The basic system includes the ability to Send messages in telephone answering and voice mail mode Send copies of messages Send messages to multiple destinations Obtain a summary count of messages waiting for review Delete reply save or skip a message Receive message information indicating the date time and sender information if available Change recorded name personal greeting and password
16. ted and Chapter 4 Basic Operation After you have practiced using the system for a short while read the remainder of this guide to learn the other features and capabilities of the system 2 2 Flash Voice Mailbox User Guide Getting Started P Accessing Your Mailbox Call the Voice Mail system by pressing your dedicated Voice Mail key on your phone or dial the Voice Mail system hunt group number 453 The hunt group number is a number assigned by your administrator in system configuration so that users can dial directly into the voicemail system and access the features You will automatically be routed to your own mailbox To access your voice mailbox from another extension or from outside the office call the office number when you hear the system greeting press Ed plus your mailbox number You will be sent directly to your voice mailbox When prompted enter your password The system will then tell you how many new and how many saved messages you have in your mailbox The mailbox Main Menu is then played Disconnecting from the System When you have finished using the system press EJ until the system says Hanging up now Goodbye If after pressing MN you attempt to disconnect while there are new messages in your mailbox the system plays a message The mailbox is not empty You are then returned to the mailbox Main Menu Press 1 if you wish to listen to the new message Press EGE to hang up Flash Voice
17. y comments Flash Voice Mailbox User Guide 4 7 You may cancel message review at any time by pressing Ed Any message not completely reviewed and either saved or deleted remains in the new message queue If a subscriber forgets to press EJ to cancel review and just hangs up all partially reviewed and unheard messages also remain in the new message queue Playback Controls As you become more experienced you will want to control the playback of the messages you ve received The system playback controls are designed to provide you with exactly that flexibility For example with playback controls you can scan through a long message to find a phone number without reviewing the entire message After dialing MN to review a message you can press Rewind to the beginning of the message Rewind 5 seconds El Pause and restart the message El Fast Forward 5 seconds Skip to the next message Options while Reviewing In addition to the playback controls you can press any of the reviewing option keys while the message is playing For example you don t have to review the entire message before deciding you want message information or to delete the message etc Save the message in your mailbox for future reference Delete the message and confirm deletion by pressing Reply to the message Message information a Send a copy 4 2 Flash Voice Mailbox User Guide Skip a Message You may skip to the next message w
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